Buyer II

Position Objective

The position of Buyer II performs the essential functions of Buyer I, but in addition, specifically assists the Utility Department(s) with solicitation needs such as formal bids and quotes from vendors as it pertains to materials, equipment, and services for water, electric, or gas operations. Working days will be split among the Purchasing Department and the Utility Department.

Essential Functions

• Affixes to the Utility department will all solicitation, requisitions, and change orders.
• Responsible for sourcing specialized utility equipment, materials, and services.
• Responsible for conducting commodity/services purchases, and working with the utility personnel, engineers, and suppliers to ensure that purchasing and contractual requirements are met to support the daily operations of the City utility department(s).
• May assist the Utility Warehouse with ordering and reorder stocked items, supplies and materials, assigning of city identification tags to items; and other duties as deemed necessary by the Utilities Department.
• Interacts with Utilities department requisitioners to answer system and procedural questions regarding the entry of requisitions and change orders through the City’s financial system.
• Approves requisitions for purchases of commodities and non-professional services for City departments and related entities in accordance with all applicable laws, rules, and regulations.
• Reviews and approves quotes in the system on behalf of City departments and related entities in accordance with all applicable laws, rules, and regulations.
• Issues Purchase Orders based on inventory restocking needs or other Departments’ requests after requests are approved by the appropriate authorities.
• Prepares Invitation to Bids (ITBs) for vendors and submit advertising of bids to newspapers and/or vendors as appropriate.
• Reviews award bid contracts in conjunction with the City legal staff to ensure adherence to Federal, State and City regulations and bid specifications. Responds to department user questions and ensure customers’ needs are met.
• Provides support to purchasing agents throughout the competitive solicitation process, including organizing documents, data entry into solicitation log and bidding system.
• Reviews bids or related documentation to verify accuracy and completeness.
• Prepares and scans bid documents into electronic data management system at the completion of the solicitation process.
• Supports the vendor management profiles in the financial system.
• Maintains public records requests log and provides and/or facilitates the provision of documents to fulfil the request.
• Generates and files departmental related reports or documents relating to the department’s purchasing function.
• Supports management in the scheduling of meetings, coordinating calendars, updating business process and system job aid documentation.
• Conducts proposal process includes advertisement, public openings, committee meetings, vendor presentations, pre-bid conferences, bid openings, bid protests and pre-construction meetings.
• Reviews award bid contracts in conjunction with the City legal staff to ensure adherence to Federal, State and City regulations and bid specifications.
• Utilizes solicitation methods and resources (Tyler, Euna OpenBids (formally DemandStar)).
• Performs all duties and tasks associated with pre-award, award and post-award phases of the bid and proposal process.
• Aids in the disposition of surplus property and equipment, materials, services and supplies.
• Maintains and updates computer database information, including bid tracking, contracts, bonds, sole source, vendor files and other relevant information.
• Performs related work as required by the Procurement Manager.
• Maintains relevant certifications and stays updated on industry trends.
• Maintains public records requests and provides and/or facilitates the provision of documents to fulfill the request.

Qualifications

• Education and Experience Requirements: Associate Degree in Business Administration, Finance, Public Administration, and one (1) year of local government purchasing experience or an equivalent combination of education and experience.
• Certifications and Licenses Required: Certified Professional Public Buyer (CPPB) or Certified Public Procurement Officer (CPPO) preferred but not required.
• Valid FLA Driver’s License Required.

Skills, Knowledge, and Abilities

• Knowledge and expertise in procuring services for the Utilities Department and ensuring all procurement activities adhere to federal, state, and local policy and procedures.
• Fundamental knowledge of a variety of administrative procedures including recordkeeping, data entry, and scheduling and facilitating meetings.
• Advanced knowledge of using personal computers, printers, and document management equipment.
• Ability to maintain detailed records and perform a variety of related administrative and clerical tasks.
• Basic knowledge of generally accepted purchasing principles, rules, established procedures, departmental guidelines, and regulatory requirements applicable to procurement functions.
• Working knowledge of warehouse inventory procedures as they pertain to procurement.
• Ability to express oneself clearly and concisely both orally and in writing.
• Ability to establish and maintain effective working relationships with supervisors, other departmental employees, vendors, and the public.

Health Insurance

• The City offers 4 plans to choose from: Three (3) through Florida Health Care Plans (FHCP) and one (1) through Florida Blue (Blue Options Network).
• Plans 1-3 FHCP: Plan 1, FHCP HMO, offers $0 premium cost for employee-only coverage with in-network benefits. Plan 2 is a FHCP HMO with differing deductibles and plan structure with in-network benefits. Plan 3 is a FHCP High-Deductible Plan, with local in-network coverage with $0 premium for employee-only coverage.
• Plan 4 is a Florida Blue High-Deductible Plan, with national in-network coverage and $0 premium for employee-only coverage.
• Plans 1 and 2: Flexible Spending Account (FSA)
• Plans 3 & 4: Health Savings Accounts (HSA)
• Dental Insurance: MetLife offers a PPO for individual and family coverage.
• Vision Insurance: The vision provider is Metlife. Two plans are offered, a standard plan and a high plan.
• Employer-paid basic group life and AD&D insurance: The City of Port Orange offers 1x salary for Life and AD&D coverage for all general employees at no cost.
• Optional supplemental group life and AD&D insurance: The City offers the opportunity to purchase additional life insurance coverage for self, spouse, and child(ren).
• AFLAC Voluntary Benefits: AFLAC offers a variety of coverages for voluntary election, including critical illness, cancer, term life and whole life, and more.
• Benefits Effective Date: Medical, dental and vision benefits are effective the first of the month following 30 days of employment.
• Retirement: The City offers excellent opportunities for retirement savings, including the opportunity for a 13% employer contribution to the general employee retirement savings plans. Mission Square is our retirement plan administrator.
• 401(a): The City offers a defined contribution program 401(a). All regular employees (not covered by collective bargaining agreements) are automatically enrolled. The City contributes ten percent (10%) of annual eligible earnings to the general employee’s retirement.
• 457(b): The City also offers a voluntary 457(b) plan. Eligible employees who contribute six percent (6%) are eligible for an employer match of an additional three percent (3%) which will be deposited into their 401(a), for a total employer contribution of 13%.
• Roth: Employees may voluntarily contribute to a Roth (post-tax) retirement savings plan.
• Pension Plans: Police and Fire employees are covered by pensions as specified in their respective collective bargaining agreements, and are not 401a participants. Fire and Police employees may voluntarily participate in the voluntary 457(b) plan and Roth accounts, but are not eligible for an employer match.
• PAID TIME OFF: The City offers regular full-time employees generous annual paid time off (PTO), with time accruing monthly and 225 hours earned in the first year (prorated if less than 12 months employed). Time earned increases with service time.
• Holidays: The City celebrates 13 paid holidays every year.